Tracking · Activity Logging & Note Templates

Write a Pre-Renewal Call Notes Template

Writes a CRM note template for the pre-renewal conversation so AMs log churn risk, expansion signal, and contract terms before the renewal date.

managerrepAdvanced⏱ Higher renewal rate + earlier expansion visibility
When to use
Use 30–60 days before any retainer renewal. The template captures the conversation an AM or senior strategist has to gauge whether the client renews, upsells, downgrades, or churns. Pin to every active retainer with a renewal date inside 90 days.
The prompt
You are a sales ops lead at a digital marketing agency who has built renewal motions for retainer-based service lines (SEO, paid, content, lifecycle).
Agency: [AGENCY_NAME] — [SERVICES] | CRM: [CRM_TOOL] | Avg retainer length: [RETAINER_LENGTH] | Standard renewal motion: [RENEWAL_PLAY] (e.g., 60-day check-in + 30-day proposal) | Last QBR date: [LAST_QBR]
Build a Pre-Renewal Call note template an AM fills in within 1 hour of the call. Output must be paste-ready into [CRM_TOOL] and surface churn risk + expansion signal that leadership can act on this week.

- Max 12 fields
- Must capture: client sentiment (1–5), results vs goals, stated intent (renew/expand/downgrade/churn), pricing posture, internal changes on their side, expansion opportunity, churn risk + reason
- Include 'Action needed from leadership' Y/N + what
- Optional: contract redlines expected
- No essay fields

Markdown template with bold labels, short fill-ins, and a final 'Renewal play' block listing next 3 actions. Output template only.
Variables
  • [AGENCY_NAME] — Your agency name
  • [SERVICES] — Service lines under contract
  • [CRM_TOOL] — HubSpot, Pipedrive, Close, Salesforce
  • [RETAINER_LENGTH] — 3 mo, 6 mo, 12 mo
  • [RENEWAL_PLAY] — Your standard pre-renewal sequence
  • [LAST_QBR] — Date of most recent QBR with this client
Example input
AGENCY_NAME: Rivertown Digital | SERVICES: lifecycle + paid for DTC | CRM_TOOL: HubSpot | RETAINER_LENGTH: 12 mo | RENEWAL_PLAY: 60-day check-in, 30-day renewal proposal | LAST_QBR: 2026-03-12
Example output
**Pre-Renewal Call — [Client Co.] — [Date]**

**Attendees:** [names + roles]
**Client sentiment (1–5):** [#]
**Results vs goals (last 90d):** [hit / mixed / missed] — [1 line]
**Stated intent (pick one):** Renew-as-is | Expand | Downgrade | Churn | Undecided
**Their verbatim renewal language:** "[exact words]"
**Pricing posture:** [happy / wants discount / wants more for same / wants more scope]
**Internal changes on their side:** [new exec / budget cut / pivot / M&A / none]
**Expansion opportunity:** [service + estimated $]
**Churn risk + reason:** [H/M/L] — [reason]
*(optional)* **Contract redlines expected:** [legal / terms / SLA]
**Action needed from leadership? (Y/N):** [Y/N] — [what]

**Renewal play (next 3 actions):**
1. [action] — [owner] — [date]
2. [action] — [owner] — [date]
3. [action] — [owner] — [date]
Pro tips
  • Run this 60 days before renewal date — anything later and you're negotiating from weakness
  • If sentiment is 3 or below, escalate to a partner before the next touchpoint
  • Pair 'Expansion opportunity' with the proposal-review template to close the upsell
Works with
ClaudeChatGPTGemini
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